South Africa: PA / Assistant to Head of Customer Service KZN posted by Ultra Personnel

Purpose of the Role
The PA / Assistant to “Head of Customer Service” is responsible for providing comprehensive support to the HoCS and Customer Service Team and managing the departments operations, including handling of the daily required duties and supporting with planning and distributing information and to optimize workflow procedures in the office. Point of reference for all queries, requests or issues related to the Customer Service department. 

Requirements:
Matric is essential
Post-matric Diploma or Higher Certificate in a related secretarial/ administration discipline.
Minimum 5 years’ experience in a similar position, within a pressured, customer-centric environment.
Well-developed numeracy and literacy

Duties

• Assist HoCS and customer service department in managing daily operations to ensure positive, safe and profitable working environment. 
• Maintain general company record system to uphold accurate files.
• Serve as the primary point of contact for internal and external colleagues on all matters pertaining to the Head of Customer Service
• Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the Head of Customer Service and staff
• Complete a broad variety of administrative tasks that facilitate the HoCS ability to effectively lead the customer service department, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense claims
• Operational responsibility for Administrative Team
• Internal communication
• Compose letters, memos and emails
• Collecting information with regards to financial reporting
• Anticipate HoCS needs in advance of meetings, conferences, etc.
• Coordinate all meetings and assist with staff meetings and events as needed
• Manage all aspects of departments office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows.
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of Customer Service department
• Compose presentations
• Commercial project management
• Verify expense claims
• Customer accounts management
• Credit application and Supplier management
• Management of housekeeping
• Employee management records
• Respond to queries in person, via telephone or email
• Perform administrative task, incl. filing
• Dealing with post, courier
• Maintaining filing systems
• Provide event management support as requested
• Other projects/duties as assigned for the overall benefit of the company